Free expense report template
Add expenses and the total adds up. Attach your receipts separately.
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About this document
An expense report lists what you spent on the business's behalf and totals it for reimbursement — dates, descriptions, amounts, with receipts alongside. Its virtue is boring predictability: the same shape every month, no surprises for whoever approves it.
When to use it
- Claiming back business spending — travel, supplies, client meals.
- A contractor billing pass-through costs alongside fees.
- Monthly card reconciliation, where the spending needs a narrative.
Getting it right
- File monthly at worst — receipts and memory decay at about the same rate.
- Describe expenses the way the approver thinks ("client lunch — Northline project"), not the way the receipt reads.
- Attach receipts in row order; approvals stall on hunting, not on amounts.
It's a reimbursement record between you and the business — how expenses are treated for tax is a different question for a different professional.
Common questions
- Lost a receipt?
- Say so on the row and let your workplace's policy decide — a flagged gap is workable; a silent one looks wrong.
- Personal card and company card on one report?
- If your process wants one picture of spending, yes — mark which is which in the description.
- Does mileage go here?
- If your workplace reimburses it — one row, with rate and distance in the description. The rate itself is policy, not something this form sets.
This tool provides general information and document preparation, not legal advice.